Venue Coordinator

Position Summary:

Under the direction and in conjunction with the Events Operation Director, the Venue Coordinator plans, directs, and oversees all aspects of banquet/events including set-up, and cleanup. Venue Coordinator should oversee banquet events and ensure all standards and departmental policies are followed while focusing on quality and customer service. The Venue Coordinator is responsible for assigning projects and tasks of the banquet to temporary staff. 

Essential Job Functions:

1. Arrange placement of temporary staff, managing projects of contract service staff to maintain a high level of customer service for all events.
2. Schedule contract service staff in the preparation for execution of events.
3. Interfaces with catering companies to ensure proper set-up, clean up and access to UWH equipment during and after events.
4. Maintains and completes inventory and order of catering equipment and smallware, and other supplies for all events.
5. Orders and maintain banquet equipment, linen/decor, and supply inventory. Place orders for requested event items.
6. Maintains and completes the ordering of alcoholic and non-alcoholic beverage supplies and ensures proper storage and inventory.
7. Maintain records, reports, opening and closing reports.
8. Operate cash register and credit card machine. Balance cash drawers.
9. Operate computer systems and technology currently in use in the various food and beverage areas, and administration as it relates to food and beverage, from both a hardware and software perspective.
10. Assist with the development of operation plans and procedures manuals.
11. Ability to independently prioritize tasks and duties to achieve the departmental goals as specified in our mission statement.
12. Adhere to all company and departmental policies and procedures per the guidebook including all safety requirements including all safety guidelines.
13. Utilize electronic time management system to input time, attendance and paid off request.
14. Regular Attendance. Able to work a flexible schedule, including weekends, to meet the demands of a 7-day operation.

Non-Essential Job Functions:

1. Demonstrates the ability to positively influence other departments by proactively building relationships with events team as well as secure, special services, food services, communications etc.
2. Serve as back up to assigned events and retreats, and support team in executing events.

Qualifications

Education:

• High School Diploma

Experience:

1. Minimum 2 years catering/hospitality operations management experience. Demonstrated experience leading a banquet.
2. Minimum 3 years of experience in food and beverage, banquet and/or organizing special event industry.
3. Cashier and cash handling experience.
4. Exceptional customer service and interpersonal communication skills to serve a variety of guests, employees, and visitors.
5. Professional demeanor and appearance as outlined in the department procedures.
6. Effective time management skills to meet strict deadlines of simultaneous events.
7. Former experience problem-solving under pressure situations to effectively respond to customer needs.
8. Former experience operating with a flexible work schedule including evenings and weekends.

Computer Skills:

• Intermediate end user of MS Word, Excel, Teams, and MS Outlook. Previous experience with Gather (now Tripleseat) preferred.
   

Work Environment & Physical Requirements 

Activity 

Frequency 

Inside Work 

C 

Outside Work 

C 

Use of Hands/Fingers 

F 

Lifting/Carrying: 30 lbs. max. individually 

O 

Climb- Stairs/Ladders 

F

Sitting/Workstation 

F

Traveling: Offsite 10%

O 

Exposure to Hazards          

N/A 

Excessive Noise  

O

Exposure to Temperatures  

F

Operate Computer 

C 

Talk/Communicate  

C 

Operate Company Vehicles 

N/A

Taste/Smell:  

N/A

Standing/Walking 

C

Stoop/Kneel/Crouch/Crawl 

F

Read/See/Hear 

C 

Operating Equipment: Telephone system, headset, calculator, copier, call center scheduling software, other office equipment. 

C 

Other Equipment 

F

Personal Protection Equipment:  

N/A 

N/A Not Applicable Activity - Not applicable to this occupation  

O    Occasionally Position requires this activity up to 0-27% of the time (02.5 or < hrs/day) 

F    Frequently Position requires this activity up to 27-61% of the time (02.5-5.5 hrs/day) 

C    Constantly Position requires this activity up to 61-100% of the time (5.5+ hrs/day) 

 Additional Information 

Work Environment: Various Indoor/Outdoor 

Acknowledgment 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.